EM-SANF Internship and Thesis Handbook Consortium Office Wageningen, April 2014 1
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Table of Contents 1 General information... 5 2 Internship guide... 8 2.1 Objective... 8 2.2 Learning outcomes... 8 2.3 How to find an internship?... 8 2.4 Supervision... 9 2.5 Educational activities... 9 2.5.1 Report on results (20-25 pages)... 9 2.5.2 Self-reflection on internship (3-5 pages)... 9 2.5.3 Economical paragraph (Optional, 1-3 pages)...10 2.6 Method of evaluation...10 2.6.1 Examination and assessment...10 2.6.2 Grading...10 2.7 Publication, Patents and Plagiarism...10 2.7.1 Publication agreement...10 2.7.2 Patent rights...11 2.7.3 Plagiarism...11 2.8 Insurance...11 2.9 Checklist for organizing an internship...11 2.9.1 For all internships...11 2.9.2 For internships abroad...11 3 Thesis guide...14 3.1 Objective...14 3.2 Learning outcomes...14 3.3 How to find a thesis?...14 3.3.1 Aarhus:...14 3.4 Supervision...14 3.5 Educational activities...15 3.5.1 Report outline...15 3.6 Method of evaluation...16 3.6.1 Examination and assessment...16 3.6.2 Grading...16 3.7 Publication, Patents and Plagiarism...16 3.7.1 Publication agreement...16 3.7.2 Patent rights...17 3.7.3 Plagiarism...17 3.8 Insurance...17 3.9 Checklist for organizing a thesis...17 3.9.1 For all theses...17 4 Criteria for graduation...19 4.1 Aarhus University...20 4.2 Ecole d ingénieurs de Purpan...20 4.3 University of Debrecen...20 4.4 Wageningen University...20 4.4.1 Minimum criteria for graduation...20 4.4.2 Graduation...20 3
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1 General information This guide has been created in order to support you during all the steps of your thesis and internship for EM-SANF. In the following you will find important general information about the objective and learning outcomes, followed by the steps to take to find an internship, supervision, contracts, report writing and the exam. During the entire year, the course coordinators at all partner universities strive to support you as much as possible. In the EM-SANF programme, both your internship and thesis will be worth 30 ECTS. The programme spans across 4 different universities, each of which has their own regulations for how to complete an internship or thesis. We have tried to find one common guideline for all universities, however, in some cases you will need to follow the regulations of both host universities. Below you can find the structure of the EM-SANF course. You need to complete first your internship in semester 3, after which you finish the EM-SANF programme with the thesis in semester 4. Overview of the EM-SANF Course structure Year 1 1 st Semester Advanced Courses Joint introduction programme Compulsory subjects 30 ECTS Year 2 2 nd Semester Advanced Courses 3 rd Semester Internship Compulsory and elective subjects (30 ECTS) Joint summer conference At associated industry or associated partner (30 ECTS) 4 th Semester Thesis At one of the Consortium partners (30 ECTS) Joint Graduation Event 5
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Internship - Semester 3 7
2 Internship guide EM-SANF Coordinator = Dr. René Kwakkel (Wageningen University), Rene.Kwakkel@wur.nl Coordinators of host universities: Aarhus University = Dr. Jakob Sehested, Jakob.Sehested@agrsci.dk Ecole d ingénieurs de Purpan = Michel de Rancourt, Michel.Derancourt@purpan.fr University of Debrecen = Dr. Laszló Babinszky, Babinszky@agr.unideb.hu EM-SANF Office = Francine Wartena, emsanf@wur.nl 2.1 Objective The aim of the academic internship is that you experience the institutional, entrepreneurial, and labour reality of a possible first academic working environment of a recently graduate from your study programme. The internship provides you the opportunity to work outside the four partner universities at a host organisation, e.g. an international company, public institution, research organisation, another university or non-governmental organisation, thereby broadening your academic horizon. The host organisation should be of sufficiently high academic standard to reflect the desired level of EM-SANF graduates. 2.2 Learning outcomes A student may perform an internship with a study load of 30 credits (ECTS). After completion of the internship you are at least expected to be able to: Formulate and delimit a relevant problem in the context of the company/institution of the internship and define appropriate methods to analyse the problem; Demonstrate abilities in analysing and working on a defined problem based on relevant theory and use of scientific method; Discuss the relevance of the problem in question; Put the acquired knowledge of the problem into perspective; Execute certain professional skills better; Work independently and with a feeling for the organisation; Expand your professional network. Next to the above mentioned learning outcomes you should formulate your own more specific, personal learning outcomes (want to learn more about purchasing department, about writing research projects, about ) in conversation with your supervisors. You discuss how you can exercise and get feedback on your specific, personal learning outcomes. These specific, personal learning outcomes are part of the EM-SANF Contract and Learning Agreement for internships (see Appendix A.1). 2.3 How to find an internship? There are two ways to find an internship. We prefer that you first ask the Coordinator at your host university of interest whether they can provide you with some internship possibilities or give you suggestions on which other staff member to contact related to your field of interest. Another possibility is that you find an internship project yourself and arrange approval by both host universities of year 1. In that case you have to find supervisors that are closely related to the subject of your internship. If you do not know which supervisor to ask for your internship proposal, you can contact the Coordinator at the relevant host universities. In both cases, part of the learning process is that you organize all arrangements with the internship providing institute yourself (see the checklist for organizing an internship). 8
2.4 Supervision During your internship you will have at least three supervisors, one from each host university of year 1 and a supervisor at the internship institution. The internship supervisor (on behalf of the internship institution) will guide you on your work activities and give feedback on your performance. In addition, you have both host university supervisors with whom you should regularly discuss the progress in your work activities at the internship. Main supervisor responsibilities: - First contact point for student for questions, advice and in case of problems, if necessary the co-supervisor is involved; - Regular supervision to ensure the student to secure the level of the internship work and assure the student stays on schedule; - Assist student in writing the internship report; - Organise the details of the internship presentation and oral exam together with student; - Attend the final presentation and oral exam of the student, evaluate the overall performance and discuss final grade in wording with co-supervisor; - Assure the transfer of the final grade within own university. Co-supervisor responsibilities: - If asked by main supervisor, give advice on questions or problems of the student; - Read and evaluate the final draft report of the student; - Attend the final presentation and oral exam of the student, evaluate the overall performance and discuss final grade in wording with main supervisor; - Assure the transfer of the final grade within own university. Local internship supervisor responsibilities (if applicable): - Daily guidance and contact person at site of the student; - Assure correct work place and equipment; - Assist student in writing the thesis results. Student responsibilities: - Maintain good communication between all supervisors; - Secure timely delivery of data or reports to supervisors; - Organise oral exam in collaboration with main supervisor. 2.5 Educational activities During your internship you will work on an project in the context of an organisation. You will be an integrated member of a professional team on an academic level. Your internship should be concluded by the writing of two reports; one about the results of your internship and one about your personal development (the reflection paper). 2.5.1 Report on results (20-25 pages) Cover, Table of contents, Abstract, Introduction, Literature review, Materials and methods, Results, Discussion, Conclusions, References, Optional appendices, 2.5.2 Self-reflection on internship (3-5 pages) Next to this report you have to write a report in which you reflect upon the internship itself (i.e. organisation, company, country, etc.) and upon the personal learning outcomes you formulated yourself in conversation with your supervisors. The personal reflection report should describe your personal development during the internship and your goals for further development. Questions related to the self-reflection could be: what were the most important learning outcomes for you? what activities did you perform to attain these learning outcomes? how do you evaluate your performance on these activities? what are your feelings on your performance on these activities? 9
could you have done things in another way? And if so how? what did you experience as your strong and weak points in this working environment? how can you improve your weak points? what gaps did you identify in your knowledge and skills in your professional development? what was the contribution of results to the goals of the organization/the larger project the internship was a part of? For this report students will be guided by the host university supervisors. 2.5.3 Economical paragraph (Optional, 1-3 pages) Depending on your internship institution and in discussion with your supervisors you may decide to write an economical paragraph about the economic situation of the institution you are visiting. 2.6 Method of evaluation 2.6.1 Examination and assessment After finishing your internship report, you will give a presentation at the department of the main supervisor university, and possibly the internship supervisor is present as well. During this presentation you present your work to the staff and students of the main supervisor university, after which they can ask questions. For both the presentation and the oral exam the rules will be set and organised by the university of the main supervisor. The supervisors of both partner universities and potentially from the internship provider will take part. This oral exam may be organised via video conferencing, as discussed among the supervisors. 2.6.2 Grading The 2 supervisors of both partner universities reach common consensus of the grade in a written assessment, also taking the evaluation of the possible third internship supervisor into account, and transfer the grade to the grading scale of their own university. The grade of the thesis is presented with an own code on the transcript of records and diploma supplement. 2.7 Publication, Patents and Plagiarism Within your internship agreement you may need to include agreements on the rights of publication, patents and plagiarism. Be aware to discuss it with your supervisor and include the necessary paragraphs in the agreement. 2.7.1 Publication agreement As regards the publication of data obtained during a thesis study, each university has different regulations. It is important to agree with both your supervisors on the right of publication in your thesis contract. In general there are 2 different options: Yes, data obtained in connection with my thesis may figure in publications, and I approve the conditions below: (student s signature) The student is obliged to hand over all original and processed data, including laboratory logs, to the supervisor but is entitled to a copy for his/her own use. The supervisor reserves for him-/herself the right to use these data in the best possible way in collaboration with the student. If the student on signing the thesis contract has accepted that data may be published, and the student achieves results that, in the supervisor s opinion, are suitable for publishing after further processing and possibly supplemented with further data, a manuscript must be prepared. This takes place in collaboration between the student, the supervisor, co-authors and other (f.e. financers), if any. The 10
author sequence is agreed upon by the student, the supervisor, co-authors and other (f.e. financers), if any, with reference to the Vancouver Protocol (http://www.icmje.org/). If the student s contribution is modest, his or her data can be published in the name of the supervisor. Or No, data obtained in connection with my thesis may not figure in publications. I hand over a copy of my original and processed data, including laboratory logs, to the supervisor after the completion of the thesis. (student s signature) On signing the thesis contract the student and or/financer may refuse publication of the thesis data (with a maximum delay of 6 months). The main supervisor/project supervisor may in that case revise the suggested thesis project taking this refusal into consideration. 2.7.2 Patent rights The right to the results appearing from a student s thesis, including any immaterial rights, such as patent rights and copyrights to computer programs is regulated by the national laws of each host university. For more information about the precise regulations you can check with your host universities involved. 2.7.3 Plagiarism Plagiarism is using another person s text as your own without making precise source references. Plagiarism is considered a very serious offense because it is a theft of another person s work and because you are assessed on work that in actual fact is not yours. You avoid plagiarism by always making a precise source reference when you use other people s work this applies to quotations, reproductions, interpretations, translations, figures, illustrations, etc. When you produce a text, it must appear clearly which is the result of your own ideas and which passages are a result of your processing of other people s knowledge. You must be aware that it is your responsibility: If you plagiarise, the consequences may be quite serious. Sanctions on charge of plagiarism will be determined on the basis of the regulations of the host universities involved. 2.8 Insurance Your AON insurance covers health and liability, for more information you should contact the Consortium Office. 2.9 Checklist for organizing an internship 2.9.1 For all internships Find an internship Find supervisors Fill in EM-SANF Internship Contract and Learning Agreement together with your two partner university supervisors and internship supervisor. Hand in EM-SANF Internship Contract and Learning Agreement at: 1. the secretary of the supervising chair group 2. the EM-SANF Office If applicable fill in the internship contract of the host institution 2.9.2 For internships abroad If possible apply for grants Make sure you have the right vaccinations for the country you are travelling to Apply for a visa Arrange tickets Arrange housing 11
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Thesis - Semester 4 13
3 Thesis guide 3.1 Objective The EM-SANF Master s degree course is concluded with a thesis (30 ECTS). The aim of this thesis research is to train your academic skills by means of an in-depth, scientific study on a subject of your interest. A thesis can be analyses of issued data sets, but in most cases it will include experimental work in which you are responsible for planning, trial design and collection and analysis of original data. The quality of the data collection and quality and independence in the trial design is included in the overall assessment. 3.2 Learning outcomes In the assessment of the thesis importance will be given to whether the student is able to: Independently uncover and delimit a problem within the chosen area; Arrange a relevant project design for analysis of the delimited problem; Seek and prioritize relevant literature and be critical of different theoretical views and possibly conflicting results; Include, discuss and select relevant theories in relation to problems; Discuss and be critical of the relevance and quality of the applied literature, the applied theories/models, methods of analysis and possible data, including trial design and statistical methods; Carry out an independent and coherent analysis of the chosen problem and summarize the conclusions of the study; Communicate in writing and orally the analyses and conclusions of the project, including the problem, choice of materials and methods, analysis, discussion, conclusion and putting into perspective, in a clear and relevant way in relation to a defined target group. 3.3 How to find a thesis? There are two ways to find a thesis. We prefer that you first ask the Coordinator at your host university of interest whether they can provide you with some thesis possibilities or give you suggestions on which other staff member to contact related to your field of interest. Another possibility is that you find a thesis project yourself and arrange approval by both host universities of year 1. In that case you have to find supervisors that are closely related to the subject of your thesis topic. If you do not know which supervisor to ask for your thesis proposal, you can contact the Coordinator at the relevant host universities. In both cases, part of the learning process is that you organize all arrangements with the thesis providing institute yourself (see the checklist for organizing a thesis). 3.3.1 Aarhus University A catalogue of master thesis projects will be available to inspire and help you decide for a topic and a supervisor for your master thesis project and will be send via the EM-SANF Office. During your thesis work you will be associated to a specific research group. The catalogue is available on the website http://studerende.au.dk/en/studies/subjectportals/agroecology-food-and-environment/saerligt-for-kandidatstuderende/projectcatalogue/. The thesis contract must be approved by the AU EM-SANF Coordinator before commencement of the thesis 3.4 Supervision During your thesis you will be supervised by at least 2 supervisors, one from each host university of year 1. Agreements have to be settled to whom is the supervisor that will 14
act as the main examiner. A thesis contract must be drawn up at the time of assigning the supervisors (see Appendix B.1); this contract must be approved by each Coordinator of your host universities of year 1, as well as by the EM-SANF Coordinator. For approval of the EM-SANF Coordinator you should contact the EM-SANF Office about your planning for your thesis. The thesis contract includes information about: Formulation of the project, delimitation of the subject; Supervision plan; Main examiners; Extra arrangements between student and local supervisor (keys, working hours, PC, etc.); Deadlines. Once the thesis contract has been approved and the deadline for submitting the thesis has been determined, the student cannot withdraw from the exam. Main supervisor responsibilities: - First contact point for student for questions, advice and in case of problems, if necessary the co-supervisor is involved; - Regular supervision to ensure the student to secure the level of the thesis work and assure the student stays on schedule; - Assist student in writing the thesis report; - Organise the details of the thesis presentation and oral exam together with student; - Attend the final presentation and oral exam of the student, evaluate the overall performance and discuss final grade in wording with co-supervisor; - Assure the transfer of the final grade within own university. Co-supervisor responsibilities: - If asked by main supervisor, give advice on questions or problems of the student; - Read and evaluate the final draft report of the student; - Attend the final presentation and oral exam of the student, evaluate the overall performance and discuss final grade in wording with main supervisor; - Assure the transfer of the final grade within own university. Local thesis supervisor responsibilities (if applicable): - Daily guidance and contact person at site of the student; - Assure correct work place and equipment; - Assist student in writing the thesis results. Student responsibilities: - Maintain good communication between all supervisors; - Secure timely delivery of data or reports to supervisors; - Organise oral exam in collaboration with main supervisor. 3.5 Educational activities During your thesis you will work on a project in the context of research projects at one of the host universities, or elsewhere at universities of associated partners. In your thesis you will, depending on your activities, prepare a literature review, perform an experiment and do the sample analysis. Your thesis should be concluded by the writing of one report about the results of your thesis work. 3.5.1 Report outline Summary of report outline: Cover, Table of contents, Abstract, Introduction, Literature review, Materials and methods, Results, Discussion, Conclusions, References, Optional appendices 15
Your thesis supervisors should support you during the writing of your report on the results of your experiment. In the introduction of the report you write the goals and framework of the thesis project supported by a theoretical underpinning with literature. In addition, the report should contain a description of the methods used and the obtained data from your experiment. Finally, the report should contain a discussion and conclusion about the obtained results. If necessary, this can be a confidential report that only may be read and filed by the supervisors and examiners involved. 3.6 Method of evaluation The final evaluation of your thesis will consist of a presentation of your work and an oral exam with your supervisors and/or external examiners. 3.6.1 Examination and assessment For the thesis work there are two presentations, one of the thesis proposal and the second is the final presentation of your thesis work. During these presentations you present your work to the staff and students of the main supervisor university, after which they can ask questions. The thesis work is concluded with an oral exam. For both the presentation and the oral exam the rules will be set and organised by the university of the main supervisor. The supervisors of both partner universities and potentially a third supervisor if student performed the study at another company or institute. The exam can be organised via video-conference. Note: there is an exception for the thesis exams at the University of Debrecen, due to the obligation that the student and examiners need to be physically present during the oral exam. Therefore the exams for the two host universities will be organised separately. The dates for the oral exams for both host universities should be defined in the thesis contract. For the University of Debrecen the exam needs to be organised in the first week of July. 3.6.2 Grading The 2 supervisors of both partner universities reach common consensus of the grade in a written assessment, also taking the evaluation of the possible third (local) supervisor into account, and transfer the grade to the grading scale of their own university. The grade of the thesis is presented with an own code on the transcript of records and diploma supplement. 3.7 Publication, Patents and Plagiarism 3.7.1 Publication agreement As regards the publication of data obtained during a thesis study, each university has different regulations. It is important to agree with both your supervisors on the right of publication in your thesis contract. In general there are 2 different options: Yes, data obtained in connection with my thesis may figure in publications, and I approve the conditions below: (student s signature) The student is obliged to hand over all original and processed data, including laboratory logs, to the supervisor but is entitled to a copy for his/her own use. The supervisor reserves for him-/herself the right to use these data in the best possible way in collaboration with the student. If the student on signing the thesis contract has accepted that data may be published, and the student achieves results that, in the supervisor s opinion, are suitable for publishing after further processing and possibly supplemented with further data, a manuscript must be prepared. This takes place in collaboration between the student, the supervisor, co-authors and other (f.e. financers), if any. The author sequence is agreed upon by the student, the supervisor, co-authors and other 16
(f.e. financers), if any, with reference to the Vancouver Protocol (http://www.icmje.org/). If the student s contribution is modest, his or her data can be published in the name of the supervisor. Or No, data obtained in connection with my thesis may not figure in publications. I hand over a copy of my original and processed data, including laboratory logs, to the supervisor after the completion of the thesis. (student s signature) On signing the thesis contract the student and or/financer may refuse publication of the thesis data (with a maximum delay of 6 months). The main supervisor/project supervisor may in that case revise the suggested thesis project taking this refusal into consideration. 3.7.2 Patent rights The right to the results appearing from a student s thesis, including any immaterial rights, such as patent rights and copyrights to computer programs is regulated by the national laws of each host university. For more information about the precise regulations you can check with your host universities involved. 3.7.3 Plagiarism Plagiarism is using another person s text as your own without making precise source references. Plagiarism is considered a very serious offense because it is a theft of another person s work and because you are assessed on work that in actual fact is not yours. You avoid plagiarism by always making a precise source reference when you use other people s work this applies to quotations, reproductions, interpretations, translations, figures, illustrations, etc. When you produce a text, it must appear clearly which is the result of your own ideas and which passages are a result of your processing of other people s knowledge. You must be aware that it is your responsibility: If you plagiarise, the consequences may be quite serious. Sanctions on charge of plagiarism will be determined on the basis of the regulations of the host universities involved. 3.8 Insurance Your AON insurance covers health and liability, for more information you should contact the Consortium Office. 3.9 Checklist for organizing a thesis 3.9.1 For all theses Find a thesis project Find supervisors of each partner university of year 1 Fill in the EM-SANF Thesis Contract together with all supervisors Hand in the EM-SANF Thesis Contract at: 1. the secretary of the supervising chair groups 2. the Consortium Office Arrange tickets Arrange housing If necessary, apply for a visa Discuss all aspects of this checklist with the EM-SANF Office 17
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Graduation Criteria and Procedures 19
4 Criteria for graduation 4.1 Aarhus University 4.2 Ecole d ingénieurs de Purpan 4.3 University of Debrecen 4.4 Wageningen University 4.4.1 Minimum criteria for graduation To obtain your master in Animal Sciences (specialisation Animal Nutrition) at WU you need a minimum of 120 credits: 30 credits for semester 1 at AU (Denmark) or EI Purpan (France) 30 credits for semester 2 at WU (the Netherlands) with required courses: Animal Nutrition and Physiology (ANU-30806), Nutrient Dynamics (ANU-30306) and Feed Technology (ANU-31306) 30 credits for your internship 30 credits for your thesis. 4.4.2 Graduation At Wageningen University, students graduate automatically when the last grade of their approved study programme has been entered into the Student Information System. Therefore to be able to graduate as a student make sure that: 1. Your study programme has been approved by your Study Advisor (Dr René Kwakkel) and the Examination Board (SPA). Even when you make alterations to your programme make sure that these alterations have been approved by your study advisor and the Examination Board! See detailed explanation on SPA Note: the example is from the double degree EURAMA, everywhere you read EURAMA you should use EM-SANF! Study Programme Approval (SPA) Your study programme from EM-SANF should be approved (including semester 1) online before you can graduate, this should be done before ending your study. Here follows a step by step procedure: Step 1: Go online Log in on your online SSC page and go to study programme approval (SPA). Step 2: Supervisor Be sure that Dr. Ir. R. Kwakkel is appointed as study advisor for EM-SANF. 20
Step 3: Enter the courses in the system At the SPA site you go to the external courses to fill in the EM-SANF courses. Underneath an example is shown how to fill in the course Production System Analysis. All the courses that are part of the EM-SANF programme are filled in this way. 21
Step 4: Create a new minor When all the EM-SANF courses are entered under the external courses you can create a new minor. To do this you go to the home page of the SPA and click on add/edit minors. Fill in the Name of the minor: Erasmus Mundus Sustainable Animal Nutrition and Feeding, Motivation: - Check the EM-SANF courses under Courses not yet included in programme to place them under your minor programme. Step 5: At the home page the minor EM-SANF is now visible Watch your great results! Your enrolment as a student at Wageningen University ends on August 31. If you still have questions please ask fellow students or the EM-SANF Office (Francine Wartena, emsanf@wur.nl) or WU EM-SANF coordinator (Dr. Ir. R. Kwakkel, Rene.Kwakkel@wur.nl). 22